Tanglewood Case Persuasive

Web Human Resources (WebHR) is a Class 3 (C3) automated human resources system that creates an electronic request for personnel actions, Standard Form 52 (SF-52) and tracks the document through the process. WebHR contains the elements necessary to process an SF-52 within a personnel office. This includes initiating, tracking, showing results, and finalizing a personnel action.

WebHR is a web-based, integrated module that brings workforce components together for Human Resources (HR) staff and managers to conduct online HR business activities. The application is designed with two interfaces: Customer Edition and Automated Human Resources Edition. The application also contains several reports, which assist both managers and HR staff with managing employees and recruitment activities.

There are two WebHR links on the WebHR SharePoint: http://vaww.htm.wmc.va.gov/HRIS/default.aspx
WebHR Customer Edition for customers (service lines) to electronically submit an SF-52 to Human Resources.
WebHR Automated Human Resources (HR) Edition for the HR staff to process an electronically submitted SF-52; and includes a Staffing Module that enables HR staff to enter and track hiring milestones and metrics.

WebHR receives data from the national Personnel and Accounting Integrated Data (PAID)/Veterans Health Information System Technology Architecture (VistA) system. WebHR is linked to the PAID database, which is a data warehouse for all VA personnel employee information. PAID is updated at the close of each pay period. The update allows employee-data to auto-populate an SF-52 when a form is initiated. The WebHR application, in its association with PAID data, allows for review of employee information.

Because WebHR operates in an integrated, secure, web-based environment, access and processes follow conventions dictated by an integrated, secure, web-based environment. Users interact with WebHR through Internet Explorer (IE) toolbars and menus. Note: The WebHR application contains sensitive information and safeguards must be employed to ensure the security of the data contained within. Access to WebHR is granted through a formal request process. WebHR is in production at all Veterans Health Administration (VHA) sites and at several VHA Program Offices. The Healthcare Talent Management (HTM) Office handles WebHR enhancements, training, and support. Note: For assistance with issues/concerns about the Web HR application, contact your local WebHR Administrator.

Documentation
WebHR is compatible with Microsoft (MS) Office products and uses features like copy, paste, etc. The Microsoft Office link: http://office.microsoft.com/en-us/help/default.aspx provides training, demos, and guides, as well as provides assistance with the variety of Microsoft versions used at individual sites.

There are three user manuals associated with the two editions of WebHR. The WebHR user manuals are available in MS Word (.docx) format and the Portable Document Format (.pdf) on the VA Software Documentation Library http://www4.va.gov/vdl/

WebHR Human Resources specialists use the WebHR User Manual for the Automated Human Resources Edition Local WebHR Administrators use the WebHR User Manual for the Administrator Role WebHR customers (approvers/requesters/delegates) use the WebHR User Manual for the Customer Edition

Administrator Role in WebHR
The WebHR Administrator and the alternate administrators are HR specialists or assistants at a facility/program office and appointed by the site/station Human Resources Officer (HRO) to act as the primary point of contact for local administration of the WebHR Application. Large facilities may appoint several alternates to provide additional support. Note: Administrator functions are accomplished only in the HR Edition. The administrator does not make any assignments in the Customer Edition. Administrators manage the organizational structure for individual sites and/or VISNs. They view the organizational structure from the WebHR main menu. Add a service line/work section

Change an existing service line/work section
Move an existing service line/work section
Delete an existing service line/work section

The administrator role has several responsibilities.
Establish and maintain the organization hierarchy
Establish user accounts for access to both editions of WebHR Provide troubleshooting techniques to assist users
Appointment of a WebHR Administrator
The site Human Resources Officer (HRO) appoints the WebHR Administrator and the Alternate Administrator(s). Notes:
Only the HRO or an HRO designate can grant access to the WebHR Automated HR Edition. The administrator(s) should be a Human Resources (HR) specialist or assistant with computer skills. An HRO is not the same as a site administrator.

The HRO appoints an individual using a form letter, WebHR Primary and Alternate Administrator Assignment Form. Only Human Resources (Information Systems) (HRIS) can assign a site administrator. The HRO completes the appointment letter, signs it, and sends it via email to the WebHR Help Desk. The HRIS team assigns the permissions and adds the individuals to the WebHR email group and administrators list. A copy of the appointment letter is in the attachment section at the end of this manual. The appointment letter and Find My Administrator list are on the WebHR SharePoint under Shared Documents. http://vaww.htm.wmc.va.gov/HRIS/Shared%20Documents/Forms/AllItems.aspx

Responsibilities of a WebHR Administrator
The WebHR Administrator serves as the primary point-of-contact for local users of the WebHR application. The administrator is responsible for assessing the user needs and the required level of access, as well as securing supervisor approval and/or work assignments.

The administrator assigns roles to HR staff and customers using request forms submitted by appropriate personnel. Use the WebHR Access for HR Staff Request Form to request user access to WebHR Automated Human Resources Edition; the HRO submits the form to the local WebHR Administrator. Use the WebHR Access Approving/Requesting Officials and Delegates Request Form to request access for individuals to the WebHR Customer Edition application; the supervisor submits the form to the local WebHR Administrator. Use the WebHR Site Authorization Change Form to authorize individual assignments; submit the form to the WebHR Help Desk. Use the WebHR Organization Management Add/Delete/Change Form to add/delete/change the organizational structure; submit the form to the WebHR Help Desk.

Copies of the forms are in the attachment section at the end of this manual, as well as on the WebHR SharePoint under Shared Documents http://vaww.htm.wmc.va.gov/HRIS/Shared%20Documents/Forms/AllItems.aspx Note: The administrator is responsible for ensuring the requests for access meet the proper criteria for approval, in accordance with policy, rules and regulations, as appropriate; refer to the VA Directive/Handbook 5025, Legal, Part II; 5 CFR 293, Personnel Records; 5 CFR 297, Privacy Procedures for Personnel Records. Recommendation from WebHR

For consistency, create all actions in WebHR Customer Edition, even those for HR Staff members. Any action created in the HR Edition, is only visible in the HR edition. A service line (other than an HR service line) cannot view or access actions created in WebHR Automated Human Resources Edition for the service line.  HR can initiate actions for employees assigned to HR. However, if HR initiates an action for any other employee, that action is not visible to the service line or the requesting/approving official.

User Assignments in WebHR
Both editions of WebHR work on two levels of assignments for access to the application. Agent type assignments work in conjunction with Role type assignments. Roles cannot be assigned in the Customer Edition; roles can only be assigned in the HR Edition. 1. Agent type assignment – only one agent type assigned by WebHR HRIS team The WebHR Administrator requests an Agent type assignment based on the user’s functions within the user’s service lines. The administrator submits the agent type assignments to the WebHR Help Desk, using the WebHR Site Authorization Change Request Form. Note: Agent type assignments are done in a background system by the HTM HRIS staff as the first step in permitting users to access WebHR. Role type assignment – one or more role types assigned by local WebHR Administrators The WebHR Administrator makes the Role type assignments based on the user’s level of access necessary for the user’s work assignments. The administrator makes the assignments using the WebHR Access Approving/Requesting Officials and Delegate Request Form, a local access form used by sites to grant permission and establish users of the application.

The chart shows the Agent type, assigned by WebHR HRIS team and the corresponding role type, assigned by the site administrator. Note: Users must have both an agent type and a role type assigned for access to either the WebHR Customer Edition or the WebHR Human Resources Edition. Agent Type| Role Type|

Delegate| Preparer|
Manager_Assistant| Requester|
Manager| Approver|
Staff_HR (HR staff only)| Specialist (HR staff only)|
HRO (site HRO officer)| HRO (site HRO officer)|
Note: The Specialist role is assigned to all HR Edition users who process SF-52s. Each site must have one and only one HRO; so Assistant HROs must be assigned the Specialist role.

WebHR Customer Edition
WebHR Customer Edition is for use by service line customers to initiate and/or change SF-52 actions for an employee in the employee’s service lines. There are three agent types and three role types that operate within the WebHR Customer Edition. Delegate=Preparer

Support person that prepares an SF-52 at the direction of the supervisor or manager Preparer role can only be assigned Delegate agent type
Manager_Assistant=Requester
First or second level supervisor that requests permission to fill a vacancy or take a personnel action, but does not have the authority to approve the action Requester can also prepare actions
Manager=Approver
Service chief or someone with the authority to sign/approve the SF-52 that authorizes HR to process a personnel action. Managers can also prepare actions. Only the manager/approver can approve SF-52s

Note: Individuals with the Specialist role, who do not also have the preparer, requester or approver role assigned, will not be able to access the Customer Edition. WebHR Automated HR Edition
WebHR Automated HR Edition is for use by HR Staff only. The HR Edition provides the functionality for the HR staff to continue processing the SF-52. There are 2 agent types and 2 role types that operate within the WebHR/HR Edition. Staff_HR = Specialist

Staff that are Specialists and assistants assigned to the Human Resources office HRO for agent and role types
Only one Human Resources Officer is assigned per site
Users assigned as delegates, requesters, and approvers, can be moved within an organization, based on employees and organizations/service lines for which they are responsible. This does not change the PAID/VistA record.

Administrator Menus in the HR Edition
1. Open http://vaww.htm.wmc.va.gov/HRIS/default.aspx and select WebHR – Human Resources. The I Acknowledge Warning page displays.

WebHR Automated HR Edition Warning page
Warning message
This US Government computer system contains sensitive information and is for official use only. Activity on this system is monitored. Use of this system constitutes your unconditional consent to such monitoring and no expectation of privacy. Misuse of, unauthorized access to, or attempted unauthorized access to this system will result in administrative disciplinary action and/or criminal prosecution as appropriate.|

Click the I Acknowledge button.
WebHR Home page displays with the user profile.

WebHR Automated Human Resources Edition Home page with User and Organizational profiles

User Profile
The user profile information comes directly from Outlook; the database is the Active Directory.
If the title and phone number are correct in Outlook, but not in WebHR, contact the local WebHR Administrator.
If the information is incorrect in Outlook, contact the local IT staff to make corrections. After corrections are made, notify the local WebHR Administrator to update the user account. Organizational Profile

The organizational profile information lists the highest organization level to which the user has access. Access for subordinate units is automatic.  Duty Code is only applicable to facilities with consolidated HR offices. Duty Code Flag is only applicable to facilities with consolidated HR offices. Information Alerts The Information Alerts are reminders, internal to the application, which display when WebHR is opened. The alert information displays when the alert recipient logs on to WebHR. The HR staff member also receives an Outlook email indicating an action was routed to the HR staff.

Information Alerts
To delete an alert from the list, click the X in the red circle icon next to the alert. Note: If the action will be acted upon later, leave the alert as a reminder to work on the action at another time. Bulletin Board

The bulletin board contains informational items that are pertinent to users, such as updates, changes, and information applicable to the system. Note: Light grey items are not accessible at this time; they are menus/options planned for future WebHR development.

PAID Menu
The PAID main menu is not related to assigning roles; instead, the menu
relates to viewing the organizational structure of the facility. Explorer displays the organizations (service lines) of the users in PAID.

The PAID>Explorer menu option is in both the HR Edition and the Customer Edition. HR Edition – the entire organization can be viewed.
Customer Edition – only the customer’s service line(s) can be viewed.

WebHR Automated HR Edition>PAID menu

WebHR Customer Edition>PAID menu
1. In the HR Edition, open the PAID menu, Explorer option. PAID – Unit Explorer page displays with lists to which the user has access: Organizations and Employees.

PAID>Unit Explorer
Organizations
Note: To add/change/delete an organization (service line) send a completed WebHR Organization Management Add/Delete/Change Form to the WebHR Help Desk.
Organizational structure of the site or VISN; organizations currently mapped for the site.
Organization tree contains the service line names with organization code and cost center code.
To view subordinate service lines, click an organization name.
If an organization is missing, contact the local WebHR Administrator. Note: WebHR is based on appropriation codes–the organization code combined with the cost center code. Organizations are structured in a hierarchy using the appropriation codes for sub-organizations. Employees

A list of employees for a selected organization (service line)
Employees assigned to a particular appropriation code in PAID/VistA On the Employees listing, the employee name, occupation, position number (Pos #), pay plan (PP), and series displays. In the Employees table on the PAID-Unit Explorer page, the columns can be sorted. For more information, refer to page 30.

Selected Employee Unit/Service Line Detail
When an organization is selected, information about the organization displays on the lower left side of the page.